Cataloging At The De La Salle University Library
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The document describes the cataloging process at the DLSU Library. It discusses using the Millennium cataloging module and databases like Library of Congress for copy cataloging. It outlines standards like AACR2 and MARC21 and tools used for cataloging. The document also details classification schemes for different materials, categories for cataloging, and shelflisting practices.
![Process of Cataloging- ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],at the Cataloguing Section, DLSU Library](data:image/gif;base64,R0lGODlhAQABAIAAAAAAAP///yH5BAEAAAAALAAAAAABAAEAAAIBRAA7)
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Cataloging At The De La Salle University Library
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Editor's Notes
- Today, I will be sharing with you the cataloging practices of the de la salle university library
- Allow me to start with a brief background on the process of cataloging at dlsu. Cataloging is done online using the millennium integrated library system. The millennium has 2 cataloging modules called the milcat and the guicat. I will be explaining later, the difference between the two. For our copy cataloging needs, we use the library of congress and the ohiolink databases. The process of how we do it will also be explained later.
- This is how the milcat cataloging module looks like. This module is usually used when we need to add accession or items to a bibliographic record. In other words when we do ASLs. All you need to do is select a field limit and then type the word or phrase to be searched, then press enter.
- Then click on the summary tab and again click on the attach new item button to add the accession or item. I will not be showing the details but after clicking the attach new item button, but actually dialog boxes will appear one after the other after you have clicked that button and you will be asked to fill in all the necessary data.
- On the other hand, this is the guicat. This module is used whenever there is a need to create or edit bibliographic records. Although the features of the milcat and guicat are pretty much the same, the guicat offers local call numbers which cannot be seen thru the milcat. Another advantage of using the guicat is that the fonts are bigger than that used in the milcat. Anyway, the guicat allows us to search remotely the Z39.50 protocol. Just click on the z39.50 button to select for the desired databases.
- Here is the a list of all the databases available in the guicat, some of the databases can be accessed for free while the others require subscription. As I have mentioned, we are using the library of congress and the ohiolink databases for our copy cataloging needs. So those 2 databases are the ones we select.
- After you have selected the desired databases, you may proceed searching by selecting a field limit in the selection list. The ISBN field gives the fastest result but is very limiting because it cannot capture other editions of a particular title. so what we usually use is the title search.
- After selecting, just type in the word or phrase. The millennium is a very beautiful system that it allows you to use remote databases as if it were your own local database. Everything that you can do with your local records, you can also do with the records available remotely. You can edit, save or copy.
- After you have executed your search a box will appear to show the status of your request. You have to wait until the process is done. The close button will automatically be enabled once the searching is through.
- Results of your search will be displayed and you just have to click on the record which you think exactly or closely matches your search.
- This is an example of the a full bibliographic record which you can edit based on the material on hand and save to your local database by clicking on the save icon. What is good about copy cataloging is that it is fast and free of typographical errors. You also do not need to supply all the information for the fixed fields although you have to edit some. This, on the other hand is the local call number I mentioned a while ago which is not available in milcat. Local call numbers are tagged as 090 so you have to replace that with a 050 otherwise the system will automatically erase the field. All those written in blue will be automatically erased by the system because all of these are local tags.
- Granting you have edited the record, you now have to click on the export record icon to save your record into a floppy disk. The disk will be exported to the Bibliofile to enable you to produce your master cards and dummy slips and of course your permanent shelflist record.
- The dlsu library uses the library of congress classification scheme for all its collections except fro some filipiniana materials like the rizaliana collection where we use the rizaliana scheme, which we have revised to suit our needs. I will be sharing with you the revised scheme later. For our philipiine literature collections we are using the philippine literature classification scheme and for some of our law books, the Law of the Philippines classification scheme was used. I said some, because we have discontinued the use of this scheme and have fully adopted the use of the LC scheme for our philippine law books. Our audiovisual and nonprint collections are arranged by accession numbers. However whenever possible, we also assign up to the class number for collection development purposes.
- This is a revised version of the rizal scheme which we are now using at dlsu. The ones set in blue font are the additions and/or changes we have incorporated into the scheme. Let me share with you the reason behind the revision. for the past years, dlsu has had problems on shelflisting collections cataloged under the said scheme. As the collection grew, shelflisting problems continued to multiply making it difficult for the catalogers. Some of the call numbers already had triple cutter numbers while some although having the same class numbers, have double cutter. To put an end to this, we tried analyzing all the shelflist records and documented how it was interpreted and corrected those which deviated from the rest. This scheme has worked well with us since 1991 and we still are using this scheme.
- Even the table of language subdivision for the rizal scheme has also been revised
- So these are the changes and or additions we have incorporated
- Let me now share with the conditions on what we consider as ASLs … I believe the last 2 conditions apply only to dlsu.
- For other editions here are the conditions … Those relating to size and pagination are also peculiar to dlsu.
- For copy cataloging …
- Originally cataloged materials are those that do not fall in any of the previously mentioned categories …
- for our shelflisting, we follow the LC internal notation. - We make sure that no cutter number ends in 0 or 1 unless it is a date cutter. Obviously it will be very difficult to adjust if there are numbers that will end with a 1 or a 0. Duplicate copies in the special collections are provided with a separate SL. We used to have a divided shelflist list. We have one for the circulation, another one for the reference, and another one for the filipiniana. When dlsu started accepting bulk donations from faculty members and friends of the library, shelflisting became very difficult because we have to provide separately filed shelflist records for all the special collections. So what we did was to integrate all the shelflist records and naturally, those titles where we have duplicates in the special collections will also have duplicate shelfist records. So to be consistent, we just followed the previous practice which is to provide separate SLs for each collection. We have decided that all numerals will have to be spelled out, such that, the number 1 is read as O-N-E and is therefore filed/interfiled with the O’s. In the library of congress database and the bibliofile, numerals are either spelled out or are filed at the beginning. To be able to file all numbers at the beginning they will all have to start with the letter A + the cutter number. (click on the link) For abbreviations and …
- Here are unedited bibliographic records I copied from the bibliofile. Notice that in one of the records O54 was used to cutter the number 100. this means that they spelled out the number 100. in the second record, however, notice that A163 was used to cutter the number 100. so for purposes of consistency, dlsu decided to adopt the first.
- For photocopies … a separate shelflist is provided for the photocopy because we have to include in the notes area that the copy being cataloged is a photocopy. in the millennium database, however, both the original and the photocopy is attached to one bibliographic record. the “a” added to the date on the call number differentiates the original from the photocopy.
- For two or …
- This is an example of how the record looks like on our WebOpac. The accompanying material is attached to the bibliographic record of the material it accompanies. Both materials, however, are provided with separate shelflist records
- For nonprint …
- Here is an example. Notice also that since the accession number also serves as the call number, we cannot attach the disc number to the “call number.” so what we do is simply specify which of the copies is disc 1 or 2, etc.
- Nonprint …
- Here is an example of a video published separately.